HomeMy WebLinkAboutRes2012-096 Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2012 -096
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO SIGN A CONTRACT
WITH CAP CONSTRUCTION, LLC IN THE AMOUNT OF $71,373.00 FOR
THE WORK DESCRIBED IN THE 2012 FIRE STATION RENOVATION
PROJECT AND AUTHORIZING THE RE- APPROPRIATION OF THE
REMAINING 2012 CAPITAL FUNDS FOR THE FIRE DEPARTMENT INTO
THE 2013 CAPITAL FUND
WHEREAS, the Fire Department received permission to complete a Request for Proposal
(RFP) that followed the requirements of Title 6 of the Seward City Code for repairs at the fire
station; and
WHEREAS, between the pre- construction meeting and the proposal submittal date, a
hazardous material survey was conducted on the fire station by EHS- Alaska, Inc. and charged to the
Fire Department's 2012 operating budget account code 101- 1220 -5390; and
WHEREAS, two proposals for the project were received, evaluated and a contractor was
selected using the evaluation criteria; the contractor receiving the highest points was CAP
Construction, LLC; and
WHEREAS, the hazardous material survey was available after the proposal submittal date ,
staff is requesting a 15 % contingency fund to cover costs associated with any hazard mitigation
work; and
WHEREAS, the remainder of the 2012 capital fund for the Fire Department is insufficient to
complete this project; and
WHEREAS, work on the project will not start until FY2013.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. Council authorizes the City Manager to enter into a contract with CAP
Construction, LLC for the renovation project at the fire station for an amount not to exceed $
71,373.00.
Section 2. Council authorizes the appropriation of the contract amount with an additional
15% for contingency. Expense of the contingency shall be subject to prior written approval from the
City Manager.
CITY OF SEWARD, ALASKA
RESOLUTION 2012 -096
Section 3. Council authorizes the re- appropriation of the remaining 2012 Capital funds for
the Fire Department into the 2013 Capital fund for the Fire Department.
Section 4. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 10 day of
December 2012.
THE CITY OF SEWARD, ALASKA
C-4
David Seaward, Y
Ma or
AYES: Valdatta, Bardarson, Keil, Shafer, Casagranda, Terry, Seaward
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
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hanna K • - -y, CMC
ity Clerk
(City Seal) �**,...,,,�'
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Agenda Statement
440 St
Meeting Date: December 10, 2012 9 4a
.
To: City Council
'
Through: City Manager Jim Hunt
From: Fire Chief David Squires
Agenda Item: Award of contract for fire station renovation project and re- appropriating 2012
capital project funds to 2013 capital project funds.
BACKGROUND & JUSTIFICATION:
The Fire Department issued a Request for Proposal (RFP) on October 24, 2012 for the repair and
replacement of plumbing and electrical problems we have in the station. While creating the project
details, we added the requirement for an ADA compliant toilet and sink for the bathroom /laundry
area since this was the only room it could go in. Any new repair or replacement of plumbing or
electrical component or fixtures had to meet today's code, be efficient and easy to maintain.
A mandatory pre- construction meeting was held on October 29 for contractors who were interested
in the job. Details of the project were discussed, visit each of the areas considered in the project,
documented each question asked, provided answers for the questions and reiterated the due date for
the proposals (November 14 2012). Between the pre- construction meeting and the submittal date,
we were questioned if there was a hazardous material survey completed for the fire station. No such
report had been accomplished and we were required to have one completed. EHS- Alaska, Inc. was
selected to complete the survey at a cost of $5,588.00; which was accomplished on November 9 &
10 The cost of the survey was charged to "Contracted Services" in the Fire Department's operating
budget. This line item is now $4,786.00 over budget; we intend to use part of the 2012 Capital funds
to balance this over draft.
Two proposals were received for the renovation project, both are local contractors. Both proposals
were reviewed by a three person committee using the review criteria presented to Council. The City
Administration has reviewed the process, the findings and the recommendation for the selection of
the contractor. CAP Construction, LLC is the selected contractor based on the awarded points. CAP
Construction's proposal price is $71,373.00.
The proposal price exceeds the remaining 2012 capital project budget of $26,214.00. However, in the
2013 capital project budget is $70,000 for the fire station siding project. We are requesting Council
re- appropriate the remaining 2012 capital funds into the 2013 capital fund budget. With this transfer
it will give us $96,214.00 for the project. While the selected contractor's price is substantially lower
than the funded amount, the hazard material survey shows there is hazardous material that must be
dealt with during the renovation. Since this information is new to the contractor and to us, the
contractor will be requested to submit the cost of mitigation as a change order. With this in mind, we
will request a 15% contingency ($10,706.00) be added to the total cost of the contract. The total of
the contract will be for $82,079.00
INTENT:
To award a contract to the selected contractor for the 2012 Fire Station Renovation project and to re-
appropriate the remaining 2012 Capital funds to the 2013 Capital fund budget.
(e61
CONSISTENCY CHECKLIST: Yes No N/A
1. Comprehensive Plan (document source here): x
2. Strategic Plan (document source here): x
3. Other (list): Seward City Code Title 6, Chapter 6.10, Article 3 x
FISCAL NOTE:
The Fire Department's 2012 operating budget for line item 101- 1220 -5390, shows it is $4,786.00
over budget. Transferring this amount from line item 101- xxxx -xxx will balance the 2012 shortfall
in line item. Re- appropriating the remaining 2012 Capital funds ($26,214.00) to the 2013 Capital
fund will bring that fund balance to $96,214.00; since the contractor will have no charges until 2013
re- appropriating funds is correct. The 2013 Capital fund will have sufficient funds to cover the cost
of the contract.
Approved by Finance Department:
ATTORNEY REVIEW: Yes No
RECOMMENDATION:
Council approve Resolution # , authorizing the City Manager to sign a contract with
CAP Construction, LLC; in the amount of $71,373.00 and adding a 15% contingency for the work
described in 2012 Fire Station Renovation project and to authorize the re- appropriation of the
remaining 2012 Capital project funds for the Fire Department into the 2013 Capital project funds for
the Fire Department.
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